Program Assistant w/ exceptional eye for details

Position Summary

The Program Assistant plays an important role in participating in the day-to-day office tasks, supporting leadership, and providing excellent service to clients, partners, and community members. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

The ideal candidate is proactive, dependable, resourceful, and comfortable working both independently and as part of a team.

Key Responsibilities

Program Assistance

• Handle day-to-day office and administrative duties
• Provide administrative support to the Executive Director and Chief Operating Officer
• Respond to phone, email, and general inquiries professionally and promptly
• Prepare documents, reports, and correspondence
• Maintain organized electronic and physical filing systems
• Perform data entry and maintain records in Salesforce, QuickBooks, and internal AED systems
• Coordinate travel, meetings, and scheduling arrangements
• Handle all shipping, receiving, and inventory (ability to lift 50+ lbs required)
• Maintain office supplies, equipment, and overall organization of workspace
• Support cross-functional team needs and special projects
• Assist with grant tracking and documentation

Board of Directors Support

• Prepare meeting agendas and materials
• Coordinate logistics for board meetings, including scheduling and food arrangements
• Distribute board materials in a timely manner
• Track meeting action items
• Maintain board and committee documentation

Qualifications

• Bachelor’s degree preferred
• Minimum 2 years of administrative or office experience
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Strong attention to detail and follow-through
• Customer service mindset with strong interpersonal skills
• Ability to manage multiple priorities and meet deadlines
• Resourceful problem solver with a proactive approach
• Professional, dependable, and collaborative team player
• Comfortable working in a small team environment
• Willingness to take initiative and assist with a variety of tasks

Technical Skills

Required

• Microsoft Office (Word, Excel)
• Google Workspace (Docs, Sheets, Drive, Gmail)
• Strong internet research skills

Preferred

• Salesforce
• QuickBooks or similar bookkeeping software
• Dropbox or file-sharing platforms
• PowerPoint
• Canva
• Basic bookkeeping knowledge
• Familiarity with AED programs or willingness to learn

Work Environment & Schedule

• Full-time, Monday–Friday
• Schedule generally between 8:00 a.m. – 5:30 p.m. (flexible within this range)
• Primarily onsite in San Francisco office (4–5 days per week)
• Option to work from home one day per week (after training period)
• Occasional overtime may be required

Compensation & Benefits

• $25-28 per hour, depending on sills and experience
• Medical, dental, and vision insurance
• 401(k) retirement plan
• Flexible Spending Account (FSA)
• Paid vacation and sick leave
• 11 paid holidays annually
• Additional paid time off and office closure at the end of December
• CPR/AED training

Health, dental and vision benefits are available.